1. As a member of the audience at last week's study session, I will point out the considerable problem of not being able to hear the proceedings from the audience. This was a particular problem when any one reporting to the board spoke (Lincoln committee, Mr. Helmers) because their backs were turned to the audience. I know that you invited the audience to move freely to hear better, but people tend to be well trained to sit quietly during a meeting and when someone else speaks. Microphones might help this.
2. Since the study session was neither video or audio taped, there is no record, other than personal notes, of what happened during the meeting. To me, this is a problem. In the past, I have viewed school board tapes (no comments on my lack of a life) because I wanted to be certain of what was or was not said at a meeting. As a board, I don't know how much of an issue this is for you, but should there be a dispute, there is no neutral authority in form of recording to decide the issue.
3. I understand that board members are looking for a more relaxed, less formal setting that is still business like and open to the public for study sessions. However, moving the meeting sites poses 2 problems: people have to check each time for the meeting place--or risk missing the meeting; and with no televised coverage, people at home are unable to follow the meeting and must rely on whatever the media or their friends report. I am amazed at the number of people who watch board meetings from the comfort of their own homes. It is a shame to lose this venue for the public to remain informed.
4. I have been attending school board meetings for the past 14 years. I know how very long and grueling the meetings can be. I understand why allocating a certain amount of time / topic or section of a meeting is attractive. It is important that this structure not get in the way of free public discourse, by the community during their portion of the meeting, or by board members during the rest of the meeting. It is important to be flexible and not to cut off discussion prematurely.
I applaud the board's desire to be open and productive. Not only is the board's job difficult, but so is deciding how to conduct the meetings themselves.
Terri Hyle
From: "Steve Kranz" <[EMAIL PROTECTED]> To: <[EMAIL PROTECTED]> Subject: [Winona] School Board Meeting Format Date: Wed, 8 Oct 2003 10:34:15 -0500
[Winona Online Democracy]
Greetings,
I was hoping to get some input and ideas from W.O.D. members on the format
of school board meetings. (for those on the list who may not know, I
currently serve as Chair of the school board for Winona Area Public
Schools). At the beginning of this school year, I decided that my personal
focus this year as a board member would be "board governance" -- I want to
focus on helping the board function as best as possible and set up
structures that promote constructive dialogue between board members (as well
as, between the board and community) and good decision making.
Recently, we made changes in our meeting structure in an attempt to: - create a more constructive dialogue (we've been known to argue a bit), - reduce the length of meetings (which tend to run upwards of 4-5 hours) - and, in general, create an environment that is more conducive to good decision-making
Our traditional structure is comprised of two meetings a month (the first and third Thursdays) which take place in the City Council Chambers and are broadcast on cable access. The first meeting of the month is meant to be a "Study Session" in which the board does not conduct business, but only discusses issues. It has evolved over time, though, into pretty much just another business meeting.
The new structure includes the following:
1. We have created "board committees" in which 3-4 board members discuss issues with administration and make recommendations to the board. Currently, there is a Budget Committee and a Board Operations Committee. These meetings are not televised, but are open to the public. The reasons for creating the committees was (1) to provide more opportunity for board/admin dialogue during the formation of policy (rather than having the board only see the "finished product" at board meetings) and (2) to contribute to shorter regular board meetings by transferring some of the discussion to the committee meetings (which can then be summarized in a recommendations to the full board).
2. We changed our study session to become an "actual" study session. It is
now an untelevised meeting that is open to the public and takes place at a
less formal setting. The agenda is limited to a few topics and issues are
not voted upon (unless there is a time constraint involved). Board members
also discuss the agenda for the regular meeting and indicate what
information they will need from administration at the meeting. The purpose
of these changes is to (1) to reduce conflict at regular meetings by
allowing board members to participate more directly in setting the agenda
(2) to allow board members to get a feel for other board members' views on
issues before we need to vote on them (3) to encourage more constructive
dialogue by providing an environment that is less formal and "feels" more
like a discussion/dialogue, as opposed to our regular meetings which tend to
feel more like a "public hearing".
At the first "new" study session we had difficulties with the public hearing
the board. We will provide amplification at the next meeting to try and
alleviate this.
I am sensitive to keeping the operations of the board as open and
transparent as possible. I think it is a balancing act to try and allow the
board opportunities to discuss issues in a format that doesn't always feel
like they are "on stage", while still providing the public with access to
the process. Issues such as televising meetings are important, but I also
think the public has an interest in the board members being able to work
together constructively. I think everyone would like to see "less
entertainment and more good decisions" by the board (well . . . almost
everyone ;-).
In addition to the changes described above, we are also going to hold a board retreat in November (or late October) in which we will have a professional facilitator guide the board through a goal setting process and try to help the board develop a common vision for the future of Winona Area Public Schools. We are also considering holding "listening sessions" every three months for the sole purpose of the board receiving public input.
So -- for those who have made it this far into the email -- what do you think of this effort? What else can (or should) we do? Do you have any suggestions regarding the changes and/or how the board can function most constructively?
-Steve Kranz, Board Member -Winona Area Public Schools
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